Administrative Assistant

The Office Administrator assists the Office Manager in managing the operations and activities of the office and is primarily responsible for taking customers through the sales and job flow process, using the company’s CRM (customer relationship management) system, Salesforce. The role is responsible for greeting visitors, answering incoming phone calls, accepting and processing payments, accounts payable and accounts receivable, and ensuring operation of equipment and supplies.

The Office Administrator is also relied upon to provide moderate technical support for the variety of software and applications used in the front office and the field. This role is integral to the teamwork flow of the office, management and the shop.

*Small company/small office

Administration, Reporting, & Scheduling

Greets visitors, answers incoming phone calls, and delivers world-class service to our customers. This includes serving clients who have left voicemails and emails for the office.

Answers incoming leads, creates evaluations, and forwards to Office Manager to coordinate scheduling an estimate.

Responds to new leads generated, creates and manages new client profiles in CRM (Salesforce), and calls leads that are not qualified.

Manages and provides tech support for internal programs and applications (Salesforce, OBO, T-sheets, etc.).

Coordinates appointments and meetings and manages staff calendars and schedules.

Management of business licenses and certifications.

Assists in the creation of presentations and other management-level reports, as needed.

Ensures and/or supports the presentation of the office (i.e. cleanliness and organization).

Provides support for moderate IT issues

Updates prequalifications for general contractors

Manages and/or supports special projects as assigned.

Performs other duties as assigned by management.

Safety & Compliance

Leads safety initiatives and training as the organization’s Safety Officer.

Maintains understanding of OSHA & DEQ requirements.

Maintains and manages company safety policies and procedures.

Ensures completion of safety and hazard assessments.

Arranges for respirator exams, blood tests, drug tests, medical questionnaires, air testing, sample collection, and facilitates injury forms if needed.

Ensures all safety regulations, policies, and procedures are followed by company employees as well as subcontractor crews.

Helps facilitate safety meetings and ensure they are adequately attended.

Purchasing

Review inventory on hand to avoid shortages and excessesPurchase/order materials

Purchase requisitions

Schedule the purchase of materials to meet due dates and budget

Update jobs with current ETA’s specifically to that job.

Purchase services (e.g. waste management, equipment service, etc

Scanning, filing all PO’s, order acknowledgments, and delivery tickets to the correct customers and label accordingly

Job Type: Full-time

Pay: From $22.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No nights
• No weekends

Experience:

• Construction administrative: 2 years (Preferred)
• CRM software: 2 years (Preferred)
• Purchasing: 2 years (Preferred)

License/Certification:

• Driver's License (Preferred)

Work Location: In person